External Orders Import

Overview

The Purchase Order Import process read files from the ./Incoming/PurchaseOrders/ in the SFTP. These files will be moved to the archive folder located at ./Incoming/Archive/PurchaseOrders/ before being processed in Alphanumeric order.

Coupa can't update a requisition via flat file Integration.

Keys

Supplier Name

Supplier Number

External Order Header Columns

Column Name

Description

Req'd

Unique

Type

Allowable Values

Header

Indicates the type of row

No

No

-

Header

Action

Dictates what happens to the PO.

No

No

Cancel, Close, IssueWithSend, IssueWithoutSend, IgnoreWindowsAndIssue

Version Number

Allows you to override Coupa's default versioning rules. See the PO SFTP Loader documentation for more info.

No

No

Integer(11)

If specified, must be equal to or greater than the current order version number.

PO Number

Use to determine if Coupa will modify an existing PO or creating a new PO.

No

Yes

string(20)

any

Supplier Name

Used to identify the supplier for the PO. Can pass the supplier number, in lieu of this field, but Coupa must identify an active supplier record for each PO

Yes*

No

string(255)

any

Supplier Number

Used to identify the supplier for the PO. Can pass the supplier name, in lieu of this field, but Coupa must identify an active supplier record for each PO

Yes*

No

string(11)

any

Supplier Site Code

Supplier Site Code

No

No

string(20)

any

Currency Code

Currency Code

No

No

string(6)

Any ISO 4217 three letter currency code

Chart of Account Name

Chart of Accounts for the order Although this field isn't required, you should enter something in this field. If this value is left blank, your integration may not work.

No

No

string(50)

any

Payment Method

Same as req loader

No

No

string(255)

any

Payment Term Code

Same as req loader

No

No

string(255)

any

Shipping Term Code

Same as req loader

No

No

string(255)

any

Ship To Name

Name of Address. Must exist in Coupa.

No

No

string(50)

any

Ship To Attention

Ship to Address attention. Either the Requester or the attention linked to Address in Coupa (defaults to the requester).

No

No

string(255)

any

Ship To Street 1

Ship to Address Line1. Provide if the address does not exist in coupa.

No

No

string(100)

any

Ship To Street 2

Ship to Address Line2. Provide if the address does not exist in coupa.

No

No

string(100)

any

Ship To City

Ship to Address City. Provide if the address does not exist in coupa.

No

No

string(50)

any

Ship To State

Ship to Address state. Provide if the address does not exist in coupa.

No

No

string(50)

any

Ship To Postal Code

Ship to Address Postal code. Provide if the address does not exist in coupa.

No

No

string(50)

any

Ship To Country Code

Ship to Address Country Code. Must exist in Coupa.

No

No

string(4)

any

Ship To Country Name

Ship to Address Country Name

No

No

string(100)

any

Ship To Location Code

Ship to Address Country Location Code

No

No

string(255)

any

Ship To Employee Number

Same as req loader

No

No

string(255)

any

Ship To Email

Same as req loader

No

No

string(255)

any

Ship To Login

Same as req loader

No

No

string(255)

any

External Order Line Columns

Column Name

Description

Req'd

Unique

Type

Allowable Values

Line

Indicates the type of row

No

No

-

Line

Receiving Warehouse Name

Used for inventory orders only

No

No

string(255)

any

Contract Number

Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract name.

No

No

string(50)

any

Contract Name

Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract number.

No

No

string(100)

any

Record Identifier

No

No

any

Line Number

Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines.

No

No

string(255)

any

Catalog Item Number

Can be used to identify catalog items, in lieu of item name.

No

No

string(255)

any

Catalog Item Name

Can be used to identify catalog items, in lieu of item number.

No

No

string(255)

any

Non Catalog Item Description

Item description for non-catalog items.

No

No

string(255)

any

Department Name

Same as req loader

No

No

string(255)

any

Supplier Part Number

Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details